Senior Travel Operations Coordinator

About: SailGP is the world’s most exciting racing on-water. The annual, global championship – established in 2018 and now in its fourth season – features national teams battling in short, intense races at iconic stadium-style venues across the globe. The high-tech, high-speed action features the sailing's best athletes racing in identical hydrofoiling F50 catamarans, flying at speeds approaching 100 km/h who compete for the sport's top prize money, with US$4.3 million at stake over the season. SailGP also races for a better future, championing a world powered by nature. In 2020, SailGP set a new standard as the first climate positive sports and entertainment property and began delivering actions and innovations that advance the global adoption of clean energy. Underpinning the organization’s purpose-driven agenda is a diversification of the league, with the goal of immediately progressing gender and racial equity and inclusivity. SailGP is a global organization with defined values that shape the culture of its diverse team: deliver quality, break boundaries, make an impact, stand together and strike a balance. Summary: Responsible for the end-to-end planning and delivery of assigned SailGP events, ensuring all travel requirements are coordinated in line with operational needs, timelines, budget parameters, and Travel Operations policy. Key Responsibilities: Event Ownership & Delivery Own and deliver assigned events from initial planning through to completion Coordinate all travel requirements including flights, accommodation, ground transport, and immigration Act as the primary point of contact for all travel-related activity for assigned events Planning & Coordination Manage event timelines in line with submission deadlines and booking windows Review and validate all traveller data prior to booking Coordinate group travel movements and complex itineraries Define and adapt delivery approaches based on event requirements and operational complexity Ensure all services align with event schedules and operational requirements Flights Plan and manage flight requirements for assigned events Identify group travel opportunities and efficient routing options based on traveller data Coordinate bookings directly or via appointed suppliers, ensuring alignment with cost, schedule, and operational requirements Accommodation Planning & Management Manage accommodation delivery for assigned events in line with contracted terms and allocations, either directly or in coordination with appointed suppliers Build and maintain detailed rooming lists based on approved traveller data and event requirements Align accommodation plans with event schedules, transport plans, and operational needs Manage room allocations across departments, ensuring efficient use of inventory and adherence to policy Monitor contracted room blocks against attrition and release periods, ensuring rooms are adjusted in line with demand to avoid cancellation costs or penalties Identify and manage risks relating to over or under utilisation of contracted inventory, escalating where required Coordinate changes to allocations in line with traveller updates and operational requirements Liaise with accommodation providers to manage ongoing requirements, amendments, and issue resolution Ensure all accommodation data is accurate across systems and supplier records Ground Transport Plan and coordinate all ground transport requirements, including airport transfers and event transport solutions Define appropriate transport approaches based on location, safety, and operational requirements Coordinate transport delivery directly or via suppliers, ensuring alignment with event schedules Immigration Identify visa and immigration requirements across all traveller groups Develop and maintain clear immigration guidance and communications Ensure all required documentation is collected and processed in line with timelines Supplier Coordination Manage delivery of travel services through appointed suppliers Maintain oversight of all supplier activity to ensure delivery meets agreed requirements, timelines, and cost expectations Intervene and take direct control of bookings or planning activity where required to ensure delivery standards are met Manage operational relationships with suppliers, resolving issues and driving performance Communications Define and manage event communication schedules Review and approve all traveller communications prior to issue Ensure all communications are accurate and aligned with event plans Change Management & Compliance Enforce travel policy and submission deadlines Manage change requests in line with the agreed process Identify and resolve issues proactively, taking ownership of resolution and escalating where required Budget & Cost Control Monitor and control event travel spend in line with allocated budgets Make cost-based decisions in line with agreed parameters and event requirements Track and manage spend throughout the planning and delivery cycle Identify and escalate any risks or variances that may impact budget delivery Support post-event budget reconciliation and reporting Event Reporting Produce post-event reporting including cost tracking, change analysis, and operational feedback Identify and communicate key issues and improvements for future events Key Expectations: Takes full ownership of assigned events, delivering all travel requirements accurately and on time Maintains complete control and visibility of all travel data, trackers, and communications at all times Identifies gaps, risks, or delays early and takes immediate action to resolve or escalate Makes clear, confident decisions in fast-moving and often ambiguous situations Manages stakeholders, suppliers, and internal teams effectively, maintaining control of delivery at all times Delivers under pressure, maintaining accuracy and structure during high-volume booking and change periods Works independently without the need for close supervision, taking responsibility for outcomes Adapts quickly as plans evolve, maintaining delivery standards despite changing requirements About You: Minimum 5+ years’ experience in travel, logistics, or event operations within a complex, high-volume environment Proven experience owning and delivering end-to-end travel or event logistics (not supporting or administering bookings) Experience managing large-scale, multi-location travel programmes (200+ travellers or equivalent complexity) Demonstrated ability to operate in high-pressure, time-critical environments Confident making operational and cost-based decisions within defined parameters Strong organisational skills with the ability to manage multiple priorities simultaneously Clear and confident communicator, able to manage stakeholders at all levels High level of attention to detail with full accountability for accuracy of delivery Location: London, United Kingdom SailGP is proud to be an equal opportunity workplace committed to building a team culture that celebrates diversity, equity and inclusion.